How to set the default Outlook account for new emails and mail merge
Make every new email and every Word mail merge go out from the right address by setting the default account in classic Outlook and turning on Always use the default account when composing new messages.
By Nur Islam- 2:32 video
- 4 steps
- 3.1K views
Jump to a step (4)
If you have several email accounts in Outlook, new messages and mail merges often go out from whichever account's folder you happen to be viewing. Sending a client mail merge from a personal address looks unprofessional and confuses replies.
Two settings fix this in classic Outlook. First, mark the account you want as the default in Account Settings. Second, tell Outlook to always use that default account for new messages, no matter which folder is open. Word mail merge then sends from the same account.
What you need
- Classic Outlook for Windows with more than one email account
- A Word mail merge document (optional, to test)
Step by step
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01
Set the default account
Click File > Account Settings > Account Settings. Select the account you want to send from (the video picks a Gmail account) and click Set as Default. A small tick appears next to it. Close the dialog.
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02
Always use the default account for new messages
Click File > Options and open the Mail tab. Scroll to Send messages and check Always use the default account when composing new messages. Click OK.
Without this, Outlook uses the account of the folder you are viewing. With it, new emails and mail merges use the default account.
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03
Test with a mail merge
In your Word mail merge document, click Finish & Merge > Send Email Messages, enter the subject line, choose All records and click OK. In Outlook, open the Sent folder of the default account to confirm the merge emails went out from it.
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04
Check a new email from another folder
Select the inbox of a different account and click New Email. The From field still shows the default account.
Tips and common problems
- Setting the default account alone is not enough. Also turn on Always use the default account when composing new messages, or Outlook follows the folder you are in.
- Look for the tick next to the account in Account Settings to confirm which one is the default.
- If the wrong account is still used, restart Outlook after changing these settings.
Questions
Why does my Outlook mail merge send from the wrong account?
Word sends through Outlook's default account, and Outlook may use the account of the folder you are viewing. Set the right account as default and turn on Always use the default account when composing new messages under File > Options > Mail.
How do I change the default email account in Outlook?
In classic Outlook, go to File > Account Settings > Account Settings, select the account and click Set as Default.
Can I choose which account Word mail merge uses?
Word does not offer a From field for mail merge. It uses Outlook's default account, so set the default in Outlook before you run the merge.
